Northwestern IT | Events


Please submit your event request and we will contact you within 24-48 hours to discuss your request.


FEES

Our fees are based on event management and planning, preparation and event/production support. Our FY25 rates for the Event Project Manager is $80/hr and the Event Engineer Support rate is $60/hr.


EVENING & WEEKEND - NON-STANDARD HOURS

Evening (starting or ending after 5pm) and weekend/holiday events may be transitioned to an external vendor for support based on availability.


ALL-DAY and MULTI-DAY EVENTS

These events are not guaranteed for support. Each request will be assessed individually based on staff availability.



The event details will help us learn about your event so we can work with you and plan the appropriate level of support to ensure your event is a success.

Notice:

Please use the other forms if requesting IT Lecture Capture services or a Classroom Orientation. Use this form for FSM IT/AV support on the Chicago campus.

Please include any pertinent information regarding your event and additional dates.

Do you have have Multiple Events or Event Dates -

Events with fewer than 3 weeks less lead-time may not be accepted and can be moved to an external vendor for support.

Event Types


On campus - all event components exist within the physical space (no hybrid component (Zoom))


Hybrid - a combination of being in a physical location on campus and using a virtual conferencing service (w/ Zoom)


Virtual - using only Zoom to facilitate the event


Consultations are provided at no cost


Setup/Assist requests provide only 15 minutes of assistance before the start of a meeting or class session.


Due to staffing resource limitations, assistance extending beyond this scope of support will be handled on a case by case basis and is not guaranteed.


On-Campus/Hybrid Event Location

If your event includes a campus location, please indicate the campus, room and if the location has been scheduled for the event. On-campus events require onsite prep time - typically an hour (more for video production services) - so please make sure to add that to your room reservation. Additional time will be needed for room testing and rehearsals as needed.

Campus Location
Select or enter value
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Room Reserved

Events require prep time before they begin. Make sure your room is available for setup and final testing prior to the start. We recommend 30 minutes minimum and up to 3 hours when formal video production is included in the event.

Will any VIP Guests be speaking or in attendance?*

Video Production Services

Includes adding operated cameras by staff using single or multiple cameras positioned in the room to create a more professional product. This is most beneficial for longer programs, panel discussions and events with high-profile VIP speakers.


Live Streaming

This service be utilized to reach a larger audience and we prefer using YouTube or Panopto to stream the event.




Select a list of Video Production Services that you are interested in for your event/project.

An estimate will be provided based on a follow up discussion. Video Production services are provided based on availability and 4-week recommended minimum lead-time for appropriate preparation, coordination, testing and rehearsals. If we are unavailable, external vendors may be suggested to provide services. All production estimates are comprised of approved recharge rates for staff time.

Event Preparation & Schedule Guidelines

Zoom/Virtual - Time spent practicing support roles and rehearsing with presenters before the event will help ensure the event is successful. Recommendation: Testing date - 2 weeks from live event Rehearsal - 1 week from live event


Video Production - Requires more lead time and scheduling rehearsals in the venue, setup time the day of or day before must be requested from your host site.

We will use your event agenda to get a full understanding of the event components and will turn it into a Run of Show document that provides a step-by-step approach to each component of the event.

Drag and drop files here or

Setup Assist Requests

Setup Assist requests can only be accommodated for 15 minutes prior to the start of any event, meeting or class.

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